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Special Council Meeting
Minutes
Date: November 16, 2022
Time: 1:00 P.M.
Location: Council Chambers, 2nd Floor
Municipal Administrative Centre
40 Temperance Street
Bowmanville, Ontario
Members Present: Mayor A. Foster, Councillor S. Elhajjeh, Councillor L. Rang
Councillor C. Traill, Councillor W. Woo, Councillor M. Zwart
Regrets: Councillor G. Anderson
Staff Present: M. Dempster, G. Acorn, S. Brake, M. Perini, T. Pinn, C. Salazar,
M. Machacek, J. Gallagher, J. Newman
1. Call to Order
Mayor Foster called the meeting to order at 1.04 p.m.
2. Moment of Reflection
Councillor Zwart led the meeting in a moment of reflection.
3. Land Acknowledgement Statement
Councillor Zwart recited the Land Acknowledgement Statement.
5. Presentations
5.1 Mary -Anne Dempster, Chief Administrative Officer - Welcome Presentation to
New Council
Mary -Anne Dempster, Chief Administrative Officer (CAO) made a presentation
using a PowerPoint presentation. The following areas were covered:
• Onboarding meetings and events
• "Did You Know" - high level interesting Clarington facts.
• Council and Staff Roles
• CAO priorities
• Organizational Chart and contact information
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Special Council Minutes
• Highlights of each Department
• Current Projects/Opportunities/Portfolios:
o South Bowmanville Recreation Centre
o Bowmanville GO Train Extension
o Nuclear Profile
o Library and Museum
• Public Information and Directing Residents
• Accountability and Transparency
• Association of Municipalities of Ontario (AMO) Training
• Reminder that Official Photo (individual and group) prior to Inaugural
Meeting
6. Clerk's Division Training/Refresher
6.1 Committee and Council Meeting Procedures and Protocols
John Paul (JP) Newman, Deputy Clerk, provided an overview of the Committee and
Council meeting procedures and protocols, including the Municipal Conflict of
Interest Act, using a PowerPoint presentation.
6.2 Council and Committee Structure, including Advisory Committees and their
appointments
The Deputy Clerk provided an overview of:
• Closed Session
• Department Liaisons
• Council and Committee Structure, including advisory Committees and their
appointments.
6.3 Hybrid Meetings
The Deputy Clerk explained that Council and Committee meetings are hybrid
meetings using Microsoft Teams and in person in the Council Chambers.
6.4 Procedural By-law
The Deputy Clerk provided highlights of Clarington's Procedural By-law by
reviewing the document included in the agenda. Further details were provided
about motions.
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6.5 Agendas, Reports, Minutes, Correspondence, and ECCIP
The Deputy Clerk explained that the meeting management software used is
eSCRIBE and that access to agendas will be via the eSCRIBE app, including
closed session material.
6.6 eScribe App
The eSCRIBE application was illustrated through a live demonstration.
Mayor Foster left the meeting at 2:19 am. Councillor Zwart assumed the Chair.
The live demonstration continued.
Mayor Foster returned to the meeting at 2:23 pm and assumed the Chair.
JP Newman explained that the closed session items (and Electronic Council
Correspondence Information Package (ECCIP)) will also be delivered via eSCRIBE
not via email. Additionally, it was noted that the open agenda can be accessed by
the public via www.clarington.net/calendar by the public.
Councillor Traill left the meeting at 2:38 pm.
Monica Machacek left the meeting at 2:40 pm.
Resolution # C-200-22
Moved by Councillor Zwart
Seconded by Councillor Rang
That the Council recess for 10 minutes.
Carried
The meeting reconvened at 2:56 p.m. with Mayor Foster in the Chair
6.7 Records Management
Shelagh Staunton, Records and Election Coordinator, provided the following
overview, using a PowerPoint presentation, of records management, privacy, and
Freedom of Information (FOI) requests, as it pertains to Members of Council:
• Key legislation
• Importance of records management
• Municipal Records versus constituency/political records versus Transitory
Records
Councillor Traill returned to the meeting at 3:03 p.m.
The records management overview continued with best practices for records
management.
Councillor Traill left the meeting at 3:20 p.m.
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Mariano Perini, George Acorn, Carlos Salazar, and Stephen Brake left the meeting
at 3:24 pm.
6.8 IT Training Session on new Technology
Steven Chorkawy, Solutions Analyst, provided Members of Council with an
overview of the Clarington software and technology available to Members, using an
electronic presentation. This presentation included drive information, IT support
contact information, password best practices (pass -phrases are preferred), logging
off from the computer, Microsoft Outlook, managing mail box size, and Windows
tips document.
7. Confirming By-law
Resolution # C-201-22
Moved by Councillor Elhajjeh
Seconded by Councillor Rang
That leave be granted to introduce By-law 2022-052, being a by-law to confirm the
proceedings of the Council of the Municipality of Clarington at a special meeting
held on the 16th day of November, 2022; and
That the said by-law be approved.
Carried
8. Adjournment
Resolution # C-202-22
Moved by Councillor Rang
Seconded by Councillor Zwart
That the meeting adjourn at 3.47 p.m.
Carried
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